Configuring your Collaborate Settings to Co-Edit and Share Documents with Clients

This step details how to configure your practice’s Collaborate settings and filing structure to enable you to co-edit and share documents and folders with your clients. The setup is completed from within within the Automations menu and Collaborate app.

Your practice OneDrive admin account user also needs to login to OneDrive and give Direct Access to your team directly in OneDrive. This ensures that your team members have access to the documents shared with clients, including the links that are generated.

See below for detailed steps:

• Step 1 - Configure Practice Settings
• Step 2 - Set up the Share structure
• Step 3 - Give your Team Direct Access to FYI - Clients Folder in OneDrive

Step 1 - Configure Practice Settings

Before using FYI's Co-editing with Client functions, you need to have assigned the practice default settings and created the filing structure for the folders that FYI automatically maintains on your practice's OneDrive. This can only be done by an FYI Admin.

1. From FYI, click the Automation menu option.
2. Go to the Apps tab.
3. Locate the Collaborate tile and click the cog icon to edit it.
   
   
   
   The Collaborate setup displays.
   
   
4. Go to the Settings tab.
   Note: If you see a message "Please select a OneDrive admin from OneDrive app" this indicates that you have not yet set up the account for your practice's OneDrive. Refer to Link your Practice's OneDrive Admin Account.
   
   
5. Assign the Default Email Template that you created as the first step of setting your practice up for Collaborate (refer to Setting up the Shared Folders Email Template and Assigning Share Settings Access).
   
   Select the template, or you can search for this by typing at least 3 letters of the email template name.
   
   
6. The Microsoft 365 security field will be greyed out. This is set from the OneDrive integration in Apps. Refer to Link your Practice's OneDrive Admin Account.
   
   
7. Then click Save.

Step 2 - Set up the Share folder structure

Set up the folder structure that FYI will automatically use for all documents that are shared with external users. What you add to the Structure List represents the structure of the folders that you want in your OneDrive FYI - Clients folder.

The Share folder structure must be set up with Client Name as the first level. This is set as default for new trials.

1. Locate the Collaborate tile and click the cog icon to edit it.
2. In the Share tab, from the Available List in the left-hand pane, select and drag the relevant fields to the Structure List in the right-hand pane.
3. Then drag the selections in the Structure List up and down to order the fields, so they match the filing structure you want. 
   
   In the example below, the folder at the top of the hierarchy is Client Name and the additional category Year has been added to the structure.
   
   
   Note: Ensure Client Name is the first level in the Structure list.
   
   You can also include the Client Code in the Structure list. This will add the Client Code to the Client Name in the folder to ensure that if Clients have the same name, this will create a unique folder.
   
   
   
   
4. Click Save.

If a level in the filing structure does not exist in the filing details of a document, Collaborate will ignore this level and create the next level down.

The Reset button will reset the structure list back to its default settings. It will not update your settings until you click Save.

It is important to configure the Share folder structure correctly from the start. Making changes to the structure may cause existing links documents sent to clients to break. If you need to change the structure at any time, and documents have already been stored under the existing structure, please contact the FYI Support Team at support@fyidocs.com before making any changes to discuss any implications.

Step 3 - Give your Team Direct Access to FYI - Clients Folder in OneDrive

To ensure that your team members have access to the documents shared with clients including the links that are generated, the OneDrive Admin Account user will need to give Direct Access to your team directly in OneDrive.

1. Go to your practice's OneDrive folder.
2. Right-click on the FYI - Clients folder.
3. Select Manage Access.
   
   
   
4. The Manage Access pop-up displays.
   
5. Under the access section, click the + icon beside Direct Access.
6. Enter the name of the user(s) or group that you are giving access to the folder.
   
   

We recommend that practices utilise the functionality of Microsoft groups and create a broad group that includes all team members that require access. New team members can then be added to this group and they will automatically be granted access to the FYI - Clients folder.

For further information refer to the Microsoft article https://support.microsoft.com/en-us/office/see-who-a-file-is-shared-with-in-onedrive-or-sharepoint-51bb79a9-b696-410d-a7a7-c320e541272d

Important Note: FYI Client Security settings do not sync to FYI - Clients folder in OneDrive (refer to Client Security). If you wish to set specific user security for clients we recommend that Direct Access is reviewed for these clients and updated accordingly on a user basis.